Individualized Instructions for Sabbatical Leave Requests

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Responsibilities of the Applicant


  1. Complete the information requested on the front of the Request for Sabbatical Leave cover sheet (Item I). (Note: The “Employee I.D.” space refers to your NIU employee identification number–not your Social Security number.) The Request for Sabbatical Leave is available on the Human Resource Services web site.

  2. Clip the cover sheet (Item I) to the top of the answers to Items II through VII (answers are to be numbered as indicated on page two of the Request for Sabbatical Leave).  

    Note: All items must be answered, even if the answer is “N/A.” 

  3. Submit the completed Request for Sabbatical Leave to your department/division chair/director by the deadline set by your department/division. A complete application includes: 
    1. Items I-VII of the Request for Sabbatical Leave.

    2. A complete vita/resume.
  4. By accepting a sabbatical leave, you (the employee) agree to provide a report on the outcomes associated with the leave. Approximately two years after taking an approved leave, you will be asked (via email) for definite outcomes related to the leave. The Provost asks that all those granted a sabbatical leave provide the information upon request. This outcomes reporting is a Board of Trustees' (BoT) requirement.  Information collected by the Office of the Provost is used to demonstrate to the BoT the inherent value of sabbatical leaves and the importance for continuing this benefit in the future.


Responsibilities of the Department or Division


RESPONSIBILITIES OF THE CHAIR OR DIRECTOR

  1. Rank sabbatical leave requests separately (do not submit tied proposals) and in priority order.

    Denials of sabbaticals must be accompanied by a memo stating the reasons for denial and providing assurances that the employee has been advised of his or her right to appeal. The college should provide documentation that all appropriate appeal procedures or review procedures have been followed.

  2. The chair or director must sign the original Request for Sabbatical Leave cover sheet (Item I) and fill in the “Priority Ranking” for the total number of requests submitted, e.g., “1 of 3.” 

  3. Each chair or director must provide a cover memo to his or her dean or vice president that briefly explains how rankings at the department or division level were developed and how the criteria were applied. The cover memos from the chair or director should list all sabbatical recommendations in ranked order. 

RESPONSIBILITIES OF THE DEPARTMENT OR DIVISION SUPPORT STAFF

  1. Submit original requests to the Office of the Dean or Vice President in the following order (unstapled and single-sided): 
    1. Memo from the chair or director. The memo should be separate from the sabbatical requests. 

    2. Sabbatical requests. Sabbatical requests include Items I-VII mentioned in the Request for Sabbatical Leave and a complete vita/resume. They should be submitted in ranked order and assembled in the following sequence: 
      1. Cover Sheet (Item I). 

      2. The applicant’s answers to Items II through VII. 

      3. The applicant’s complete vita/resume.
  2. Submit electronic sabbatical requests to the Office of the Dean or Vice President:
    1. Electronic copy (PDF) of the memo from the chair or director. 

    2. Electronic copies (PDF) of all requests including signatures and all supporting documents (Items I-VII and a complete vita/resume).

      All files should be named in the following manner:  LASTNAME_COLLEGEABBREVIATION_DEPARTMENTABBREVIATION.pdf (e.g., SMITH_CLAS_STAT.pdf). 
  3. Submit any hard copies of the requests that have been called for by the college or division office.


Responsibilities of the College or Division


RESPONSIBILITIES OF THE DEAN OR VICE PRESIDENT

  1. Rank sabbatical leave requests separately and in priority order (do not submit tied proposals).  

    Denials of sabbaticals must be accompanied by a memo stating the reasons for the denial and providing assurances that the employee has been advised of his or her right to appeal.  The college should provide documentation that all appropriate appeal procedures or review procedures have been followed.

  2. Each dean must sign and date the original cover sheet (Item I) and fill in the “Priority Ranking” for the total number of requests submitted, e.g., “1 of 30.” 

  3. Each dean must provide a cover memo that briefly explains how rankings at the college or division level were determined and how the criteria were applied.

    The cover memo should list all sabbatical recommendations in ranked order.

    Note: Where differences exist between the departmental and college rankings, the cover memo needs to include an explanation of any changes made by the college to departmental rankings. 

RESPONSIBILITIES OF COLLEGE OR DIVISION SUPPORT STAFF

  1. Submit original (unstapled and single-sided) requests to the Office of the Provost in the following order:

    1. Memo from the dean (one original). This is a requirement of the NIU Constitution & Bylaws. Place this memo on top of the memos from the chairs or directors.

    2. Memos from the chairs or directors.  Sort the memos alphabetically by department/division and place inside the envelope containing the dean’s memo.

    3. Sabbatical requests. Requests should be in rank order and placed in a separate envelope (box) from the memos. Sabbatical requests include Items I-VII mentioned in the Request for Sabbatical Leave and a complete vita/resume.

      Note: All requests must go through the appropriate signature channels before being delivered to the Office of the Provost.
  2. Submit electronic (PDF) requests to the Office of the Provost. PDF files may be emailed (with advance notice only) to the Provost Office (provost@niu.edu) or placed on a flash-drive or CD/DVD and included with the hard copies. The following files are required:
    1. A file containing memos from the dean and the chairs/directors. (The dean's memo should be page one of the PDF file with the memos from the chairs or directors sorted alphabetically by department/division beginning on page two.)

    2. Electronic copies (PDF) of all sabbatical applications with files named in the following manner:

      “RANK#”of“#TOTALREQUESTS”_LASTNAME_COLLEGEABBREVIATION.pdf  (e.g., 1of33_SMITH_CLAS.pdf).